Post by Admin on Jun 3, 2021 8:57:34 GMT
Cycling UK North Birmingham Member Group AGM Minutes
Tuesday 27 April 2021 held online via Zoom
NB. Due the Covid-19 Pandemic this AGM was held 18 months after the last AGM on Tuesday 5 November 2019. Future AGMs will now take place in April each after the end of the new financial year which is now 31 March.
Present: Matt Hinkley, Paul Griffiths, Sue Perry, Dave Frost, Ros Llewellyn, Sue Jinks, Mike Fowler Sarah Hinkley, John Llewellyn, Stewart Davis, Richard Dewsberry, Chris Mitten
1. Apologies: Julie Snook, Ian Bolton, John Bedford
2. Minutes: The minutes of the previous meeting were circulated to the membership prior to the meeting.
3. Matters Arising: In the Annual Report 2019 in the line starting Wednesdays it should be 13:30 not 13:50.
4. Annual Report 2021: This report covering the period November 2019 to end of March 202021 was circulated prior to the meeting.
It is almost eighteen months from our last AGM at on 5 November 2019 to our AGM planned for 27 April 2021.
During this period of time there have two committee meetings and two meetings open to all to discuss and plan the Club’s centenary celebrations during 2020.
19 Nov 2019 – Committee Meeting held at Shenstone
21 Jan 2020 – Club Centenary Birthday Planning Meeting 1
18 Feb 2020 - Club Centenary Birthday Planning Meeting 2
16 Mar 2021 - Committee Meeting held online via Zoom
As a result of the two Club Centenary Birthday Planning Meetings the following programme was drawn up:
Sat 25 Apr 2020 Beer & Skittles Evening with a bar meal (5 options)
6 to 14 June 2020 - National Bike week
Sat 20 June 2020 – Buffet Meal at Pype Hayes Golf Course Function Room
Sun 26 July 2020 – BBQ at Nick Madeley’s Garden
Sun 23 Aug 2020 – Centenary Club 100. Three options: 100 miles, 100 km or 4 x 25km over 4 weeks
Club Audax to be arranged in consultation with Organiser Roy Bishop
Needless to say all the above did not take place because of the Covid-19 Pandemic.
Badges have been purchased for awarding to those who complete the Centenary Club 100.
The Centenary Club BBQ at Nick Madeley’s has now been rearranged for Sat 24 July 2021.
The Club had paid a deposit of £250 for the event to be arranged at the Pype Hayes Golf Course Function Room. This and other events will be rearranged as and when the Pandemic Restrictions allow.
Prior to the Lockdown
Between Nov 2019 and Mid-March 2020 the group rides programme continued as planned with led rides available every day except Mondays.
The annual post-Christmas gathering was well attended at the Lee Gardens in Sutton Coldfield on Monday 20th January 2020.
Cycling during the Lockdowns
We have had a variety of different cycling rules to follow during the different Lockdowns and the period of times between then.
During the first Lockdown a person could cycle alone or with members of the same household. It was very noticeable that car traffic was down but their speeds were on the up.
13 May 2020 saw these restrictions eased slightly to two people or two households cycling together as long as the two metre space rule was observed.
3 June 2020 saw the Rule of Six introduced as long as social distancing was maintained. During this period there was a return to using the Club Rides List again with several groups of up to six being formed at the various start
locations for club rides.
At the beginning of November 2020 the Rule of Six ended and we were back to cycling alone or with one other person or with one’s own household.
The end of November saw the Tier System introduced which in Tier 3 meant no change to solo riding or with one other. A short while later the local area was placed in Tier 4 where cycling alone or with one other was permitted. This condition continued when the new national lockdown was announced at the beginning of January 2021.
On 22 February 2021 the PM announced the Roadmap for easing the Lockdown in stages from Monday 29 March 2021. Cyclists would be able to cycle again in groups of six.
As a result of this announcement along with the need to organise an AGM to be held in April 2021 to replace the 2020 AGM, which was due to be held on Tuesday 5 November was postponed by on suggestion by Cycling UK because of the current Pandemic situation. These developments led to Matt Hinkley calling an online committee Meeting.
16 Mar 2021 - Committee Meeting held online via Zoom
This meeting was attended by all the committee members.
The agenda was
1. AGM arrangements
2. Club Centenary Birthday
3. AOB
AGM 2021 will be held online on Tuesday 27 April 2021 at 7:30pm.
Club Centenary Birthday events will take place as soon as Covid -19 restrictions allow.
29 March 2021 Group rides restart according to the rule of six.
5. Financial Report:
This report was circulated to the membership prior to the meeting.
This has been an unprecedented accounting period as a result of Covid 19. Cycling UK decided to move the end of the financial year to 31st March because of Covid but also to bring it in line with many other organisations. The pandemic has severely disrupted our rides programme but also our centenary plans, although some funds have already been committed to this.
Income
1. We continue to be very grateful to Roy Bishop for organising the annual Audax event from Shenstone, which continues to be our main fundraiser. The accounts include the net income from the 2019 event. This is lower than in previous years due to reduced rider numbers. I am very grateful to Roy for providing summarised accounts for each event which saves me a lot of effort.
2. We managed to claim £200 from Cycling UK by supplying our audited accounts on time and providing updated information on numbers attending our range of rides.
Our main items of expenditure were as follows:
1. Coopers Room hire. A total of £336 was spent over this period on room bookings.
2. Christmas/New Year meal subsidies were paid totalling £235.
3. Internet/email maintenance – a total of £301.96
4. Deposit for centenary meal - £250
5. Purchase of centenary badges - £171.36
Summary:
Overall we made a loss of £793.99 over the period. Much of this, however, was due to expenditure on our centenary events.
Future:
Looking forward, we are likely to see a deteriorating financial position. We have lost income from the jumble sale and are very dependent on income from our Audax event. If this does not happen in 2021 then we will not have sufficient income to cover our costs. This means that we will have to look seriously at cutting our running costs with meal subsidies and room hire being the most obvious areas for savings.
Finally I would like to propose that these accounts are approved and that Mr Mike Eades is appointed as local auditor before they are submitted to Cycling UK.
Paul Griffiths, Hon Treasurer. 27th April 2021.
Stewart Davis proposed with John Llewellyn seconding that the Financial Report be accepted. All agreed.
Stewart and John also proposed and seconded that Mike Eades be asked to audit next year’s final accounts. All agreed.
6. Election of Officers:
The following officers agreed to continue their roles for another year. There were no objections.
Chair: Matt Hinkley
Treasurer: Paul Griffiths
Secretary: Mike Fowler
The following members agreed to the following roles:
Sunday Rides Sue Jinks
Tuesday Rides Julie Snook
Tuesday Alt. Rides John Davis
Wednesday Rides Sue Perry
Thursday Rides Ian Bolton
Friday Rides Paul Griffiths
Saturday Rides Groups 1, 2 – Steve Stansfield
Saturday Rides Groups 3, 4 – Vacant
Saturday Rides Group 5 – John Bedford
Off – Road Rides Nick Madeley
Sunday Car Assisted Sue Perry
Membership Sarah Hinkley
Social Julie Snook & Ros Llewellyn
Welfare Ros Llewellyn
7. Presentations:
Mick Noble for Services to the club over his long period of membership
Rob Davenport for cutting back the overgrowth alongside the cycle path that crosses the A38
7. Any other Business
1. Point raised by John Bedford that Ride Averages had not been requested since the last AGM. The secretary responded to the meeting that Ride Averages were not requested by Cycling UK but other data was required to answer their extensive survey. The secretary had circulated a form to ride leaders requesting such data prior to filling in the Cycling UK Survey for the Annual Reports in 2018 and 2019. The data Cycling UK required was for 1) Rides less than 30 mile, 2) Rides between 30 to 50 miles and 3) Rides greater than 50 miles. For each of these three groups they wanted to know the
a) Post Codes of the rides starting point
b) Approximate number of riders
c) How many female riders
d) Average age of riders
2. Club Centenary Events: Club BBQ has been arranged for Saturday 24 July 2021 at Nick Madeley’s house. Other events will announced when Pandemic Restrictions allow.
3. Statement by John Bedford received by email prior to the meeting: “Regarding financial income for the Club, could members be encouraged to sell cycle parts on Gumtree etc. and contribute that income – or would even one member be prepared to do this on behalf of the Club?”
4. This year’s Cyclists Memorial Service at Meriden has now been arranged for Sunday 5 September 2021.
5. Matt Hinkley gave notice that he will stand down as Chair at our next AGM in April 2022.